Letter of Resignation: Samples, Templates and Tips for HR

There are a few general guidelines for a formal resignation letter that maintain professionalism while still communicating the main point. A poorly written letter can burn bridges between employer and employee, and could affect that employee’s future employment prospects. 

To that end, employee letters should include:

• Proper Formatting. Even if it’s sent electronically, a resignation letter should be written like a proper, formal letter. That means including the recipient’s name at the top, along with the name of the company and its address. Avoid spelling mistakes or improper abbreviations.

• Brevity. A resignation letter should be straightforward and to the point.

• Gratefulness. An angry or sarcastic letter can ruin an employee’s future prospects. It’s best to include a short show of gratitude while conveying the point, which prioritises professionalism.

• Offer Help. As an employer, you might be left wondering what’s next when an employee resigns. To that end, most resignation letters do, and should, include information about how the employee plans to handle the transition period.

Below is a standard sample of letter of resignation for general use.

Dear [Manager’s Name],

I am submitting my formal resignation from my position as [Job Title] with [Company Name]. My final day will be on [Date of Final Day] to stay in accordance with my notice period. 

I’ve worked at [Company] for [Time of Employment] and would like to thank you for providing me the opportunity to grow within your company. I’ve learned a lot since my first day and hope that the knowledge I’ve accrued working here will continue to help me advance in the future. The new skills I’ve gained and the fruitful relationship I’ve built with my colleagues ensure I will reflect on my time with this organisation as one of the most valuable periods in my professional development.

Of course, I am happy to provide whatever assistance is necessary over the next [Notice Period in Weeks] to ensure the transition goes as smoothly as possible. Please let me know if I can assist with anything else. 

Sincerely,

[Your Name]

This is a resignation letter template that’s geared towards situations where an employee is leaving the position to take up one at another business:

Dear [Manager’s Name],

Please accept this as the formal notification of my resignation from the [Job Title] position with [Company]. I was offered another role closer to my home, allowing me to spend additional time with my family when out of work. My final day will be [Date of Final Day], keeping with my notice period.

My time at [Company] has been valuable to my professional growth and enjoyable overall. Over the next few weeks, I will gladly support the organisation during the transition period and provide whatever assistance is necessary to train my replacement. 

Sincerely,

[Your Name]

This is a resignation letter template for when an employee informs you about the decision far in advance of their actual departure:

Dear [Manager’s Name],

This is a formal notification that I intend to resign from the [Job Title] at [Company], effective [Date]. To give as much time as possible to find and train a replacement, I am providing this notice well in advance of my departure.

I am grateful for my time at the company and appreciate the support I received to help me grow as a professional. The opportunities granted to me and the connections I’ve made here will always be a valuable stage in my development. 

Please contact me for anything needed to make the transition process easier. I am happy to explain the details of my job to my replacement and any current projects I’ve been working on. 

Sincerely,

[Your Name]

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An unmatched expectations resignation letter is geared towards departing from a company because the role didn’t match the employee’s expectations:

Dear [Manager’s Name],

Please accept my formal resignation from the [Job Title] position at [Company]. In accordance with my notice period, my last day will be on [Date of Final Day]. 

My decision is due to realising over the time that I’ve worked at [Company] my role, unfortunately, does not meet certain expectations that I had for it. As a result, I would like to explore other career opportunities.

I appreciate being given a chance to work at [Company] and the support and guidance I’ve received thus far. Thank you for understanding my decision. Please do not hesitate to ask for any information needed to make the transition process over the next few weeks as easy as possible. 

Sincerely,

[Your Name]

Dear John Smith,

I am submitting my formal resignation from my position as Marketing Specialist with Company X. My final day will be 6th February 2023, to stay in accordance with my notice period. 

I’ve worked at Company X for five years and would like to thank you for providing me with the opportunity to grow within your company. I’ve learned a lot since my first day and hope that the knowledge I’ve accrued working here will continue to help me advance in the future. The new skills I’ve gained and the fruitful relationship I’ve built with my colleagues ensure I will reflect on my time with this organisation as one of the most valuable periods in my professional development.

Of course, I am happy to provide whatever assistance is necessary over the next two weeks to ensure the transition goes as smoothly as possible. That includes providing support in training my replacement or providing a guideline for employees taking over my responsibilities. Please let me know if I can assist with anything else. 

Sincerely,

Jane Doe

HR’s response to an employee’s resignation is important. A proper response acknowledges the employees while simultaneously starting preparations for the next step (whether letting them go or giving them a counter-offer). 

After receiving a letter of resignation, you:

• Work with the employee to mitigate the drop in productivity caused by their absence

• Contact the IT department to coordinate appropriate times to disable employee passwords and remove account access

• Conduct an exit interview to find out why they quit and potentially mitigate an issue within your company 

• Inform the employee’s team and clients of the employee’s resignation, relaying the information respectfully (even if they aren’t leaving on the best of terms)

A letter of resignation should trigger the employee’s offboarding process. This includes contacting IT, conducting an exit interview and informing the appropriate contacts.

A resignation letter should include:

• The manager’s name

• The company name and address 

• The date of the employee’s final day

• The position from which the employee is resigning

• A signature

In a resignation letter after finding a new position, you should state clearly, without insult, why you are leaving the current company. Otherwise, the information stays the same as in a normal resignation letter.

Losing an experienced employee is never easy on a company because it tends to lead to a notable drop in productivity. A drop that remains until someone else becomes trained to take on the role. 

That can take a long time, but with Personio’s training tools, you can more reliably ensure that new employees get up to speed at a good rate. Book your free demo to learn how Personio can help you manage your workplace.